Jobid=64a01eff44b1 (0.0735)
Deadline Date: Monday 19 January 2025
Requirement Title: Project Administration Support
Location of Performance: 100% On-site at NCIA The Hague, NETHERLANDS
Cost Not to Exceed 2026 BASE: Up to a maximum of 6 months (Not to Exceed) NTE € 15,651.00 / months, total Not to Exceed (NTE) € 93,906
Period of performance: BASE 2026 period: 16 February 2026
OPTION 2026 period: 1 July 2026 – 31 December 2026
Evaluation Methodology: Lowest Priced Technically Compliant
Required Security Clearance: NATO Secret
Bidding Instructions – Technical Proposal
Bidders shall submit a proposal (all three parts in one (1) document) clearly providing the following information:
- Cover page with the following information:
- Company name,
- Name of assigned resource,
- Submission by the contractor of a document containing the proposed approach to analyse stakeholder requirements for the activities and deliverables described in section 3.1. (expected outcome: to provide a proposal on how contractor will ensure they have the right approach to be able to complete an action plan during the first month.)
- Provide evidence that the profiled resource has experience within the last five years working on similar deliverables with one to three companies of similar scope to the statement of work. Each evidence should demonstrate proof of performance and be comparable in size and scope to the requirements of this role. Additionally, ensure to include a detailed case study that highlight the Purpose, Objective, Output and Outcome (PO3) mentioned in the table (Annex B). Evidence should display the ability to manage and deliver Project Administration Support by following customer requirements.
- CVs of the proposed resource for the project.
Be advised that candidate may be required to demonstrate technical skills during the evaluation phase (including demonstrating experience using the required tools)
Please do NOT apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Any applications that do NOT meet all the above – and do not CLEARLY show these on the CV – will be deleted.
Introduction:
The NATO Information and Communication Agency (NCIA) located in The Hague, The Netherlands, helps the Alliance communicate and work together to fulfil the NATO's mission of preserving peace and security for one billion citizens. Within NCIA, the Chief Quality Office is responsible to develop, sustain and continuously improve the quality culture, our products and services, and by this the overall quality of the Alliance CIS capabilities. In the light of this responsibility, the Independent Assurance Branch – Service Delivery Management Team is looking for a service contract, which can provide us with project administration support, including development and use of tools to facilitate this effort.
Objective:
- NCIA is looking for a contractor to help create various project administration support tools and tracker solutions to support a portfolio of approximately 20 projects. The work consist of completing a needs analysis, implementation plan, development and deployment of the designed solutions.
- More specifically, these solutions will be designed and implemented using Microsoft Excel and/or Microsoft SharePoint. It will also include creation of reporting and dashboard capabilities. Once the implementation of the tools and trackers are in place, the contractor will be responsible for the management and update of the information contained in them in order to produce reports for management and documenting the process on how to use
these tools.
Scope of Work:
Under the direction of the Head of Independent Assurance Branch, the Service Delivery Management Team Lead and Technical Lead, the contractor will provide services related to the following main sprint activities as listed below:
Activity 1: Capture requirements, design, document processes and implement various project administration support solutions following agreed action plan.
Expected Deliverables
Develop the required number of solutions to monitor and report including but not limited to:
- Project estimations
- Project and service monitoring (funds usage – funds remaining)
- Project and service reporting requirements
- Organizational Level Agreements and funding transfers
- Purchase requisitions for investments and expense costs
- Licencing and hardware requirements and usage
- Assignment and monitoring of team task management
- Contractors and temporary workforce management
Activity 2: Maintain and update the created tools and trackers in order to provide required reports.
Expected Deliverables:
- Continuous update of the data for each tracker.
- Monthly update of the data to provide execution update report for reporting area.
- Update dashboards to assist with viewing and understanding of report data.
Coordination and Reporting:
- The Contractor shall deliver services on-site in NCIA The Hague.
- The contractor shall report to the Service Deliver Management team lead
- The contractor must work closely with the technical lead in charge of Service and Project Support to develop the new tools and tracker.
- The Contractor shall participate in daily and weekly status update meetings and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to service delivery manager's instructions.
- For each sprint to be considered as complete and payable, the contractor must report the outcome of his/her work during the sprint, first verbally during the retrospective meeting and then in writing, within three (3) working days after the sprint's end date. A report in the format of a short email shall be sent to NCI Agency point of contact briefly mentioning the work held and the development achievements during the sprint.
Security:
- Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.
- It is the responsibility of the contracting company to obtain and maintain the security accreditation of all individuals working on this arrangement.
Constraints:
- All the documentation provided under this statement of work will be based on NCI Agency templates or agreed with project point of contact.
- All created tools and trackers, and corresponding data must be stored under in NCIA approve data repository and will remain the property of NCIA.
Practical Arrangements:
- This is a deliverables-based contract.
- The contractor shall provide services On-site NCIA The Hague, NLD. Exceptional off-site activities to support service delivery can also be arranged with the line manager's coordination and approval.
- The contractor will be provided with NCI Agency issued laptop. This equipment is the property of NCIA and must be return upon termination of the contract. If the equipment is required to be shipped to a location, it will be at the expense of the expeditor. Personal laptops and equipment are not permitted inside NCI Agency. You will be required to use the assigned laptop while in the premises.
- There may be requirements to travel to other sites within NATO for completing these tasks.
- Travel costs are out of scope and will be borne by the NCI Agency separately in accordance to the provisions of the AAS+ Framework Contract.
- The work depicted in this SOW is expected to be carried by a single contractor.
- Short periods of absence are acceptable as long as deliverables within the established targets are completed. Planned and unplanned absences must be communicated to the service delivery manager.
Qualification:
The consultancy support for this work requires following qualifications:
Required Technical Qualifications:
- (>3Y) Strong working knowledge of Microsoft Excel using advance functionalities to automate tasks, analyse data and create reports and dashboards. Must demonstrate experience with the following:
- Ability to develop and maintain clear and concise process documentation, including procedures
- Ability to generate and present report to management.
- Demonstrable ability to work autonomously and proactively and to follow internal processes
Desirable Qualifications:
- (>3Y) Strong working knowledge of Microsoft SharePoint 2019, specifically with Workflow and Automation for designing and building automated processes for tasks like document approvals, requests, and data routing.
Required Behavioural Skills:
- Very good communication skills, both spoken and written, in English.
- Ability to think abstractly
- Ability to communicate with clarity, coherence, conciseness and engagement in both oral and written communication.
- Team player, always willing to help others and to share knowledge.
- Good collaboration skills, with the ability to work in a multinational and diverse team
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